Certificate of employment
A plain sheet on company paper, not an award.
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Example
Example: proof of employment for an apartment application
Jordan Sample is renting an apartment, and the leasing office asks for a letter from the employer. The office manager of a dental practice fills in the page’s own text on US Letter: the name, the four lines in the body, the date and the practice.
- The four lines Position, Department, Employed since and Employment type are already in the body; only what follows each colon is typed.
- The page is portrait with no border, and the lines under the date print in order: the practice’s name, its address, then the person who signs.
- The salary is left out, because the leasing office asked only for proof of the job.
| Field | Typed in |
|---|---|
| Title | Certificate of Employment, as the page starts |
| Awarded to | Jordan Sample |
| Position | Senior Dental Receptionist |
| Department | Front office |
| Employed since | March 2, 2022 |
| Employment type | Full-time, permanent |
| Date | October 19, 2026 |
| Given by | Maple Example Dental Group LLC / 123 Example Avenue, Springfield / Alex Placeholder, Office Manager |
certificate.pdf, one portrait Letter page: the title, Jordan Sample’s name, the body with its four lines filled in, the date, and the practice and its office manager underneath. Sign it and hand it over, or print it on the practice’s letterhead.
How it works
- Put the employee's name in the recipient line and leave the honorific off — this is a statement, not an address.
- Write the facts into the body: position, department, the date they started, and the kind of employment. Keep it to what you can stand behind.
- Put your company's name, address and the signing officer in the issuer block, and add the seal or stamp if you use one.
- Download and print it on your own letterhead if you have one.
Frequently asked questions
- Why does this look plain when the certificate maker draws a border?
- Because this is not an award. A certificate of employment goes to a landlord, a bank or an immigration office and gets filed with other paperwork; a gold border would make it look like something a school hands out. The frame is fixed to none here, and the page is portrait for the same reason.
- What should it actually say?
- What the person asking needs and no more: that the employment exists, the position, and the period. Salary is sometimes asked for — put it in only if the employee has asked you to, because a certificate they show to a landlord is a document about them, not about your payroll.
- Is it a legal document?
- It is a statement by you, signed and sealed, and that is what most requests want. It is not a government-issued document, and some countries have a prescribed form for the same purpose — a 在職証明書 for a Japanese visa application, for instance, may have to follow the office's own layout. Check before you send this in place of one.
- Can I use it for someone who has left?
- Yes: change the title to a certificate of previous employment and give the period with both dates. That is the commoner request of the two, and it is the one a future employer usually asks for.
- Which date is printed?
- Leave Date empty and today’s date is written the British way, as in 19 October 2026. The field takes any text, so type October 19, 2026 for the American order.
- A4 or Letter?
- The page starts on Letter in the US and Canada and on A4 elsewhere; Paper switches it. Either way it stays portrait with no border.
- Is anything uploaded?
- No. The name, the salary if you include one and your company's seal are drawn into the PDF in this browser and go nowhere else.
Made for a specific use
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